ProjectCost

IMPORTANT  The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will eventually be deactivated. At this time, there is no end-of-lifecycle date.

This entity describes a cost associated with an Autotask Project. A cost is a billing item for products or materials. Cost items can be billable or non-billable. Billable cost items appear in Approve and Post.

Entity details

You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.

Entity Name: ProjectCost
Can Create:
Can Update:
Only when Billing = false
Can Query:
Can Delete:
Only when Billing = false
Can Have UDFs:  

Conditions and requirements

General

  • If Autotask receives a create, update, or delete request for this entity and its corresponding module is unavailable, the API will return the error message, "The logged in Resource does not have the adequate permissions to update this entity type." For more information about installed modules, refer to our Modules article.
  • Project costs associated with projects of Type = Baseline are read-only and cannot be created, updated or deleted via the API.
  • create(), update(), delete(), and query() require Security Level permission to access the Projects module and the user must have access to the specific project.
  • If the Multi-currency Installed Module is enabled, the following fields will return the relevant Customer Currency values instead of the Internal Currency values: BillableAmount and UnitPrice.

The following fields will return the saved Internal Currency values: InternalCurrencyBillableAmount and InternalCurrencyUnitPrice.

Special field attributes

Field Conditions and Requirements

AllocationCodeID

 

AllocationCodeID must reference a Material Cost Code type allocation code.

On create() or update() when AllocationCodeID has changed and is not Null, and if no value is supplied for the UnitCost and UnitPrice fields, then those fields take their values from the Material Cost Code associated with AllocationCodeID.

ProjectCost must have either a ProductID or AllocationCodeID.

BillableAmount

 

BillableAmount = UnitQuantity * UnitPrice. If UnitPrice is Null, the value will be set to the value from the Material Cost Code associated with AllocationCodeID.

If the Multi-currency Installed Module is enabled, this fields will return the relevant Customer Currency values instead of the Internal Currency values.

The API will round the UnitQuantity, UnitCost, and UnitPrice values to 4 decimal places prior to any calculations for the total price or extended cost.
BillableToAccount If no value is supplied for BillableToAccount, the value is set to True.

Billed

 

update() and delete() are allowed only when Billed = False (cost has not been approved and posted).

When Billed = True (cost has been approved and posted), ProjectCost is read only.
ExtendedCost

ExtendedCost = UnitQuantity * UnitCost. If UnitCost is Null, the value will be set to the value from the Material Cost Code associated with AllocationCodeID.

This entity field will return no information if the user account making the query does not have sufficient privileges to view cost data in the Autotask UI. Additionally, if an update request does not have the necessary permissions, the API will ignore the call's values for the field even if they are blank or would be otherwise required.

The API will round the UnitQuantity, UnitCost, and UnitPrice values to 4 decimal places prior to any calculations for the total price or extended cost.
InternalCurrencyBillableAmount If the Multi-currency Installed Module is enabled, this fields will return the saved Internal Currency values.
InternalCurrencyUnitPrice If the Multi-currency Installed Module is enabled, this fields will return the saved Internal Currency values.

ProductID

 

On create(), or update() when ProductID has changed and is not Null, if no value is supplied for the AllocationCodeID, UnitCost, or UnitPrice fields, then those fields take their values from the Product.

ProjectCost must have either a ProductID or AllocationCodeID.
ProjectID ProjectID cannot be updated.

Status

 

Status is read only.

On create(), when Procurement is enabled, Status is set as follows:

  • If ProductID is null, then Status = Ready to Ship.
  • If ProductID references a Product where DoesNotRequireProcurement = True, then Status = Ready to Ship.
  • If ProductID references a Product where DoesNotRequireProcurement = False and the Product is not available in Inventory, then Status = Need To Order.
  • If ProductID references a Product where DoesNotRequireProcurement = False and the Product is available in Inventory, then Status = Ready to Ship.
  • If Status = Need To Order and ExtendedCost is > the value set in the system setting "Require approval before ordering..." then Status is automatically set to Waiting Approval.

When Procurement is disabled, Status = Pending.

UnitCost

This entity field will return no information if the user account making the query does not have sufficient privileges to view cost data in the Autotask UI. Additionally, if an update request does not have the necessary permissions, the API will ignore the call's values for the field even if they are blank or would be otherwise required.
UnitPrice If the Multi-currency Installed Module is enabled, this fields will return the relevant Customer Currency values instead of the Internal Currency values.

Field definitions

The following table describes the standard Autotask field objects for this entity.

  • To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
  • For information on entity UDFs, use getUDFInfo().
  • For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
  • LT indicates Local Term.

For more information about fields marked as picklists, review our Understanding picklists article.

Field Name Label Datatype Read Only Is Required Reference Name Picklist
AllocationCodeID Allocation Code long     AllocationCode  
BillableAmount Billable Amount double      
BillableToAccount Billable To Account boolean        
Billed Billed boolean •      
ContractServiceBundleID Contract Service Bundle ID long     ContractServiceBundle  
ContractServiceID Contract Service ID long     ContractService  
CostType Cost Type integer    
CreateDate Create Date datetime      
CreatorResourceID Created By long   Resource  
DatePurchased Date Purchased datetime      
Description Product Description string (2000)        
EstimatedCost Estimated Cost double        
ExtendedCost Extended Cost double      
id id long    
InternalCurrencyBillableAmount (Multi-currency module only) Internal Currency Billable Amount double      
InternalCurrencyUnitPrice (Multi-currency module only) Internal Currency Unit Price double      
InternalPurchaseOrderNumber Internal Purchase Order Number string (50)        
Name Name string (100)      
Notes Notes string (2000)        
ProductID Product long     Product  
ProjectID Project long   Project  
PurchaseOrderNumber Purchase Order Number string (50)        
Status Status long    
StatusLastModifiedBy Last Modified By long      
StatusLastModifiedDate Last Modified Date datetime      
UnitCost Unit Cost double        
UnitPrice Unit Price double        
UnitQuantity Unit Quantity double